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Chapter 11: Reporting Requirements 

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Highlights of Chapter:

Financial Status Reports

Program Reports

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Financial Status Reports. These reports contain the actual expenditures and unliquidated

obligations for the reporting period (calendar quarter) and cumulative for the award. OJP will

not make new discretionary awards or payments on existing awards if the Financial Status

Report (FSR), also known as the SF 269A, has not been filed within 45 days of the end of the

most recently past quarterly reporting period. Grantees are encouraged to promptly submit

such reports to avoid interruption of account services, e.g., if a request for a payment is

received on June 1, then the preceding March 31 quarterly report must be on file at OJP,

otherwise the payment request will be rejected. Even when there have been no outlays, a report

containing zeros must be submitted to OC. Grantees are also required to maintain adequate

documentation to provide an audit trail that substantiates the amounts reported on each SF

269A as submitted. The final report is due 120 days after the end date of the award.

1. Electronic Reporting. SF 269A reports may be submitted electronically when the

recipient receives funding through LOCES.

2. Penalty for Non-Compliance. Future awards and fund drawdowns will be withheld if

the Financial Status Report information is delinquent. 

3. Subawards. In addition to reporting outlays and obligations, the State must report to

the awarding agency the total Federal funds subawarded to both State agencies and local

governments for the award being reported. This information is required on all block and

formula awards and shall be reported in item 12 of the SF 269A or the Turnaround

Document.

NOTE: Financial Status Reports are not applicable to State Criminal Alien Assistance Program

(SCAAP) awards.

Program Reports. These reports are prepared in a narrative fashion in order to present information relevant to the performance of a plan, program, or project.

Penalty for Non-Compliance. Fund drawdowns may be withheld, at the request of the

program office, if progress report information is delinquent or incomplete. 

1. Crime Control Act Block and Formula Funds -- Annual Performance Reports. The

States shall submit annually to the Bureau of Justice Assistance (BJA) a report which

contains information as required by the legislation and the Director. This report must

be submitted to BJA no later than December 31 for the activities undertaken and results

achieved during the prior Federal fiscal year.
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2. Narrative Report for Juvenile Justice Act (JJA) Formula Funds. The reporting

requirement of Sections 223(2) and 223(a)(22) may be met through the submission of

the Annual Plan and its updates. The Annual Plan may provide a performance report

on the previously planned activities utilizing JJA formula funds. Instructions for the

preparation of the SF 424 by the State are contained in 28 CFR Part 31 and in the

JUVENILE JUSTICE AND DELINQUENCY PREVENTION AWARD APPLICATION KIT. These documents are available from OJJDP.

3. Crime Victims Compensation Program. A State receiving funds for a crime victims

compensation program will be required to submit an annual performance report on the

effect the Federal funds had on the program. The report will be due by November 30

each year and must report on activities for the prior Federal fiscal year (October 1

through September 30). Please see the Crime Victims Compensation Guidelines for

specific reporting instructions. 

4. Crime Victims Assistance Program. Crime victims assistance program reporting

requirements are set forth in the Victims Assistance Award Program Guidelines. The

State crime victims assistance agency receiving Federal victims assistance award funds

is required to submit a performance report 90 days after the end of each award. The

performance report will provide information on the effect the Federal funds have had on

services to crime victims in the State and serve as a basis for information prepared for

the Report to Congress on the Victims of Crime Act (VOCA).

5. Categorical Assistance Progress Report, OJP Form 4587/1. This report is prepared

twice a year and is used to describe the performance of activities or the accomplishment

of objectives as set forth in the approved award application.

Reporting Period. Progress reports must be submitted within 30 days after the end of

the reporting periods, which are June 30 and December 31 for the life of the award. The

awarding agency may opt, by special condition to the award, to combine the first report

into the subsequent reporting period. For example, if the begin date on the award is June

1, the awarding agency may opt to receive the first report 30 days after the December

31 reporting period.

6. Special Reports. In the review and approval process for plans and applications, it is

sometimes necessary for the awarding agency to require that special or unique conditions

be met in order to make an award. These special conditions will vary from award to

award; however, acceptance of the award by the recipient/subrecipient constitutes an

agreement that the conditions will be met either prior to the project or during the course

of the award period. When this is the case, special reports on the meeting of these

conditions are required for submittal to the awarding agency. They are prepared free

form; however, the timing, content, and process for their submittal are detailed in the

award package.

NOTE: Progress Report are not applicable to State Criminal Alien Assistance Program

(SCAAP) awards.